Frequently Asked Questions
Here are some of our most frequently asked questions about the Winter Camp event, we hope you find them useful. If you have an unanswered question please email us.
1. Can you tell me whether food is provided?
2. Can leaders take part in activities?
3. What sections is the event open to?
4. There were some long queues last year, will this year be the same?
5. What should I do if I feel something is unsafe?
6. Can we setup our camp before the weekend?
7. What happens if I do not book by the closing date?
8. Can we stay at Gilwell and camp the week before?
9. Do you need help with the event?
10. Can I bring more on the day?
11. Is there an event badge?
12. How do the activities work?
13. Do we have to pay extra for any activities?
14. What refreshments will be available?
15. What about special needs groups, are all activities open to them?
16. Will there be alternative activities in the event of wet weather?
17. Do I need to stay with my group during the day?
18. Will we be allocated a campsite on arrival?
19. Will it be muddy?
20. Is there an event t-shirt?
21. Will there be first aid facilities onsite?
22. Is there a meeting place for groups arriving separately?
23. Are we allowed to bring caravan or camper vans?
24. Do you have indoor accommodation available?
25. Can I bring Cub aged young people
26. Whats the situation regarding Nights Away permits
27. Can we put up a marquee?
28. Can we come as a day visit?
29. Can we bring Leaders' children with us?
30. What does onsite contact number mean on the nominal roll form?
31. What happens if the event becomes full before the closing date?
32. Can I buy extra t-shirts on top of what I have ordered?
33. Can we add meal orders?
34. Why do you not operate an activity allocation system?
35. Can we see your risk assessments?
36. Do you allow dogs on site?
Food is not provided as part of the fee, you can either camp and cater for yourselves or you can take the opportunity of the catered service, details of the menu are on the booking form.
2. Can leaders take part in activities?
Activities are intended specifically for the Scout and Explorer age ranges. In order to give the maximum opportunity to the young people, helpers and leaders are not permitted to take part in the activities during the day. This year we will try to put on a special early evening session for leaders lasting one hour.
3. What sections is the event open to?
The event is open to the Scout and Explorer sections and is also open to Guides and Rangers. Please note the event is only open to those under the age of 18 and therefore not open to older Rangers or Network Units
4. There were some long queues last year, will this year be the same?
This year we have significantly increased activity capacity in a number of areas to try and ensure queues are limited.
5. What should I do if I feel something is unsafe?
Please contact a member of the event staff at your earliest convenience and we will ensure that the matter is addressed.
6. Can we setup our camp before the weekend?
You may setup camp on the Thursday before the event, but if you are staying overnight you will need to pay additional camp fees or pay per tent. The site will not open on the Friday for incoming visitors until 2pm to enable us to be fully prepared for visitors.
7. What happens if I do not book by the closing date?
In order to guarantee places you should get your bookings in by the 11th November 2007, it may be possible to book after this date but for large bookings we strongly recommend that you book as early as possible. Also you may not book meals or order T-Shirts after the 11th November 2007. As there are limited quanitites of prebooked meals, we advise that you book as early as possible.
8. Can we stay at Gilwell and camp the week before?
We do not normally allow groups to arrive before the Thursday as this enables us to get the site ready.
9. Do you need help with the event?
Yes, we'd be very grateful for help at the event, particularly in the week before - we can ensure that you'll experience some of the fun of the event. If you are able to help for the whole weekend and/or the week before we will feed and accommodate you where possible. Should you wish to offer your services please email info@wintercamp.org.uk
10. Can I bring more on the day?
You may bring up to three additional participants per booking reference.
11. Is there an event badge?
No, there is no event badge for this event.
12. How do the activities work?
All participants can try any activity, an allocation system is not used.
13. Do we have to pay extra for any activities?
All activities are included in the charge for participants
14. What refreshments will be available?
Drinks and sweets are on sale for the participants. A snack bar will also operate for the duration of the event. Those with prebooked meals will be also be able to eat in the event restaurant.
15. What about special needs groups, are all activities open to them?
Please approach the instructor on the activity who will then assess the suitability of the activity and provide additional support if required.
16. Will there be alternative activities in the event of wet weather?
Where it is safe to do so, all activities will continue in wet weather. Some activities will be inside however all participants should bring a coat.
17. Do I need to stay with my group during the day?
Some leaders choose to stay with their groups, whilst others allow their young people to do what they want to do, all we ask is that you are available should you be needed. It is your decision whether you stay with your group or not. The Information Centre will be open for leaders on both Saturday and Sunday mornings.
18. Will we be allocated a campsite on arrival?
We will not be operating an allocation system as we want to be as flexible as possible. We will however have staff on all fields ensuring that everybody is allocated a suitable site. If you have not visited Gilwell before, please ask for advice on arrival.
19. Will it be muddy?
Gilwell can be muddy should it rain, and therefore all campers should ensure they have enough changes of clothes and shoes in the event of bad weather.
20. Is there an event t-shirt?
Yes there is an event T-shirt, you may order this providing you place your booking before the 11th November 2007.
21. Will there be first aid facilities onsite?
Yes we will have the services of St Johns Ambulance throughout the weekend.
22. Is there a meeting place for groups arriving separately?
If your group is arriving separately, the best place to meet is outside the reception and a meeting point will be clearly marked. During the event the Clock Tower in the main camp square is the best meeting point.
23. Are we allowed to bring caravan or camper vans?
Because of limited space and planning restrictions, we discourage the use of camper vans/caravans. However you may bring a camper van/caravan by prior arrangement though numbers are limited and space is allocated on a first come first served basis. You should bear in mind that only specific areas are used for caravans and these may not be near where your group wants to camp. Please contact the campsite office to organise this on 020 8498 5411
24. Do you have indoor accommodation available?
We do not normally have indoor accommodation available for groups to book as it is used for our staff during the event.
25. Can I bring Cub aged young people
You may only bring those younger than the Scout age range where an organised 'link' activity is taking place for older Cubs. Should you need to bring other children along please contact us to discuss this at info@wintercamp.org.uk
26. Whats the situation regarding Nights Away permits
Gilwell Park requires you to have a Nights Away Level 2 Outdoor authorisation as it is a campsite. If you do not yet have a Nights Away permit, then you should either try and pair up with another group that has or find an additional leader from another section that does. Please note there is no blanket Nights Away coverage for this event. In exceptional circumstances where a Nights Away permit is an issue, please contact us at info@wintercamp.org.uk
27. Can we put up a marquee?
If you feel you need to bring a marquee, please contact us at info@wintercamp.org.uk to make arrangements
28. Can we come as a day visit?
Why limit yourself to just a day? Winter Camp has too much to do in a day and so we do not offer a day visit option.
29. Can we bring Leaders' children with us?
Where there is no other option and the child is a member of The Scout Association through another section or where the Scout Group has taken out additional insurance then Leaders' children may attend. However they may not take part in activities and should pay the Leader/Helper price. Groups should also bear in mind that the event takes place in generally harsh weather conditions.
30. What does onsite contact number mean on the nominal roll form?
The onsite contact number on the nominal roll form should only be filled in for Leaders/Helpers and would normally be a mobile telephone number. It will only be used in a a situation where a young person needs to urgently contact their leader.
31. What happens if the event becomes full before the closing date?
The event is very popular, unfortunately if the event fills up to capacity before the closing date we will close bookings. This will be done for health and safety reasons and to preserve the experience of all participants attending the event.
32. Can I buy extra t-shirts on top of what I have ordered?
There will be a small number of t-shirts available to purchase on the weekend, we may also take additional orders up to the cut off date. Please contact us on 0208 498 5411 if you need to amend your booking.
33. Can we add meal orders?
Unfortunately we cannot take meal orders after our cut off date, please contact us on 020 8498 5411 if you need to change your booking.
34. Why do you not operate an activity allocation system?
We have found that participants choose to pick and choose the activities they want to do, rather than be funnelled towards a particular set. For the more popular activities we control numbers by using wristbands, therefore allowing everyone an equal chance to have a go. The benefit of our system is where a young person wants to try an activity more than once, they are able to do so, without hunting for a ticket and providing there is no queue.
35. Can we see your risk assessments?
Our Event Safety Plan is available for viewing within the event office during the event. We do not publish this in advance due to its size, complexity and that event conditions and activities can change right up until the day. We also rely on a number of third parties to supply activities, and therefore our Event Safety Plan contains other material such as ADIPS certificates, copies of liability insurance etc.
36. Do you allow dogs on site?
Gilwell Park does not allow dogs on site except for guide dogs and other assistance dogs.